GETTING TO DEFENSIBLE DELETION “A Roadmap for Legal & IT”
Jun 25, 2020
GETTING TO DEFENSIBLE DELETION
“A Roadmap for Legal & IT”
Julia Brickell, Esq.H5
Executive Managing Director
and General Counsel
Robert FowlerJordan Lawrence
CIPP/USDirector of Professional Services
2
James WolfH5
Senior Technical Director
Conor Crowley, Esq.Crowley Law Office
Today’s Panelists
Principal, Crowley Law Office CIPP/US/E
So, what’s so hard about
defensible deletion?
• What’s the payoff?
• Who’s picking up the tab?
• Who’s got the time and know-how
to do this?
• Who owns the problem? ???
• Who will champion the effort?
Common barriers:
Identify the risks/costs that will
motivate the business (or your client):
• eDiscovery
• Data privacy/data breach
• IT costs and complexity
Recognize…
Defensible deletion is about the
retention of what you need and
the secure disposal of what you don’t.
How do you determine
what to retain?
THE KEY TO DEFENSIBILITY
PROCESSES
WHAT
WHERE RETENTION
SENSITIVITYRecords
Inventory
Accounts Payable Records
Advertising Records
Audit Records & Reports
Brand Strategy
Benefit Records
Budget Records
Contracts & Agreements
Coupon Records
Credit Card Reconciliations
Customer Complaints
Design Sketches
Import Documentation
Inventory Records
Personnel Files
Sales Records
1010100011
1001010011
0 1 1 0 1 0 0
1 0 0 1 0 1 1
0 1 0 0 1 1 0
1 0 0 1 1 0 1
1 0 0
0 1 0 0 1
BUSINESS NEEDS
DOL
CFPB
FSMA
HIPAA
OSHA
SEC
State Privacy Laws
Corporate Sensitive
Personal Financial
Government IDs
Intellectual Property
PII
Bio Metric
Patient Health Info.
REGULATIONS SENSITIVITY
Most InformationHAS LITTLE RETENTION VALUE
Litigation
Holds
Valid Business RecordsLEGITIMATE RETENTION REQUIREMENTS
Reference ValueRETENTION VARIES
RETENTION FOR ALL INFORMATION
Indeterminate DISPOSERETAIN
CONTENT ANALYSIS DRIVES DECISIONS
Develop content-based categories using
search technologies.
LOGICAL DECISIONS (no need to open data source)
METADATA-BASED DECISIONS(e.g., file types, dates)
CONTENT DECISIONS
DATA DECISION FUNNEL
Find what you need (measured as “high recall”)…
without the stuff you don’t need (measured as “high precision”).
EASY?
The Search Challenge
1515
0.2 1.00.80.60.40.0
0.0
1.0
0.8
0.6
0.4
0.2
Recall
Pre
cis
ion
High
Recall
High
Precision
2009
2008
2010 (Sponsored by National Institute of
Standards and Technology TREC Legal Track http://trec-legal.umiacs.umd.edu)
Pre
cis
ion
Recall
TREC Legal TrackInteractive Task Results 2008 – 2010
100%
100%0%
Requires expertise.
Search results vary widely.
Indeterminate DISPOSERETAIN
CONTENT ANALYSIS DRIVES DECISIONS
Develop content-based categories using
search technologies.
LOGICAL DECISIONS (no need to open data source)
METADATA-BASED DECISIONS(e.g., file types, dates)
CONTENT DECISIONS
DATA DECISION FUNNEL
H5 EDGE® FOR RECORDS MANAGEMENT
• No indexing required
NON RECORDS
POTENTIAL
RECORDS
DISABILITY
DRUG SCREENING
MEDICAL
PAYROLL
BENEFITS
PERSONNEL
AFFIRMATIVE ACTION
EEOC
UNIVERSE OF DATA
Category Specifications
How do you know
you found what you
need to retain?
How do you securely
dispose of the rest?
Show Your Work
21
Executive Managing Director and General Counsel H5917.488.3765
Robert Fowler CIPP/USDirector of Professional ServicesJordan Lawrence
636.821.2281
Julia Brickell, Esq.
James Wolf415.218.0838
Conor Crowley, Esq.703.659.5030
Senior Technical Director
H5
Principal, CIPP/US/E
Crowley Law Office